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Archive Outlook items into separate files

You can archive all selected items or an entire folder (with or without its subfolders) into separate PDF files that are stored in a folder you specify. The created folder structure follows the folder structure in Outlook.

Note When archiving calendars, each appointment is a separate item, so the number of generated PDF files may be large. Similarly, each task and each contact becomes a separate PDF file.

Prepare settings to archive Outlook items into separate files

  1. Settings icon Click the Settings tool on the Kofax PDF tab to display the Settings dialog box with the Mail archiving settings panel opened.

    See the Settings dialog box for details.

  2. In the panel, select a PDF version from the Archive Format list.
  3. Select Archive mails separately under Archive method.
  4. Decide how to handle mail attachments, if any.

    See handle mail attachments for details.

  5. Click OK to close the dialog box.

Start to archive Outlook items into separate files

Modify settings as it is detailed in Prepare settings to archive Outlook items into separate files, then proceed with the following steps.

  1. Select the items to archive.
  2. Click a tool depending on your selection.
    • Archive mail icon If you selected one or more files, click the Archive Mail tool on the Kofax PDF tab.
    • Archive folder icon If you selected a folder, click the tool on the Kofax PDF tab.
    Tip To archive just future or past appointments, move the calendar to week or month view, select just the needed time period and use Archive Mail rather than Archive Folder.
  3. In the Select root archive folder or Save As dialog box, select the target folder where the items should be saved.

    The default target folder for Outlook is Documents > PDF Favorites > Outlook Archive. The names of the PDF files are automatically generated from the subject property of each selected item. A trailing number is appended to the file name automatically, if necessary, to avoid naming conflicts.

  4. Click Select Folder or Save to start the archiving process.

    When the process is finished, the files are saved in the target folder. A progress indicator is displayed; in case of problems a report PDF is placed, with the attachments added as chosen, if possible.